8 Point Email Management Checklist

There are plenty of systems out there. Some are fun to use like The Email Game and some are just good Email Managementcommon sense. Either way, the quickest path to some extra time is to create an email management system and stick to it.

  •        Read your mail once
  •        Answer what you can immediately
  •        Get junk email out-of-the-way
  •        Use email filters
  •        Schedule times to process your email
  •        Delegate when you can
  •        Create a signature
  •        Create templates

Read your mail once. This one speaks for itself and it is for those emails that don’t require a reply. Read what comes in once and either delete it or place it in a file because you plan to use it later.

Answer what you can immediately. Those replies will continue to nag you until you get them out-of-the-way, so answer them right away. You’ll be glad you did, and those who wrote you appreciate it.

Get junk mail out-of-the-way. Do yourself a favor and delete your junk mail immediately.  If you don’t plan to read it – ever – delete it. And while we’re on the subject of deleting, empty your deleted items.

Use email filters. This is my favorite email management tip. Begin by creating a folder to filter your email to. Next, you will create the filter. In Outlook, you right-click anywhere in your navigation pane and select New Folder. In Gmail, you go into your settings and choose Labels. From there, you can create a new label.

Schedule times to process your mail. This really works, and unless you like being tied to your email, it makes sense. Choose specific times during the day to check your email and stick to that schedule.

Delegate when you can. Many simply don’t like caring for their email and choose to delegate their email management to their virtual assistant.

Create a signature. Needless to say, this one step can save a lot of time, as there is no need to create a closing, add your social media buttons, your website, and your email address to each email that you compose.

Create templates. Instead of creating emails from scratch each time you need them (for repetitive emails), take the time to create templates.  Them it’s as simple as adding recipients and making minor changes when using these templates. 

If you were to only change a few of these habits, you would be surprised at how productive you would be. Not crazy about getting involved in a project like this? Use the contact form below, and we can discuss how we can help you with email management.

What’s more, opening your email would no longer be drudgery. It’s great to open your email to a clean inbox. [contact-form][contact-field label=’Name’ type=’name’ required=’1’/][contact-field label=’Email’ type=’email’ required=’1’/][contact-field label=’Website’ type=’url’/][contact-field label=’Comment’ type=’textarea’ required=’1’/][/contact-form]